Amended - Administrative Assistant - Bilingual (English/French)

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Bring your customer service focus, positive attitude and excellent organizational skills to the Toronto Regional Office where you'll support and work with various staff and stakeholders to oversee the administrative and financial delivery of social assistance programs across the province.

Please note: the job close date has been extended to April 22nd 2024

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About the job

You will perform a variety of administrative tasks in support of business and operational needs, projects and initiatives, including:
• providing word processing services;
• inputting, updating and coordinating data using a variety of computer software programs/databases;
• providing support for office expenditures tracking and reconciliation;
• receiving, prioritizing and distributing incoming electronic and hard copy mail;
• answering telephone calls, greeting visitors and responding to routine inquiries;
• maintaining calendars, coordinating schedules and making meeting and travel arrangements;
• establishing and maintaining filing systems;
• ordering office supplies, maintaining contact lists, office equipment and asset inventory;
• tracking and logging incoming action and information requests and independently bring forward and follow up to ensure completion.

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What you bring to the team

Mandatory requirements

Proficiency in oral and written French language skills is required at the Advanced level.

Communication Skills

• You are able to respond to inquiries, exchange and clarify information, and provide ministry or program information.
• You can prepare, proofread and amend a variety of written materials.
• You have effective interpersonal skills to work with and support business team members, direct calls and coordinate meetings with a variety of contacts (e.g. finance and program staff and managers, corporate contacts, etc.).

Analytical, Organizational and Reasoning Skills

• You are proactive and pay attention to details.
• You can draft correspondence.
• You have experience developing and managing bring forward and filing systems to maintain the safekeeping of information both electronically and in hard copy.
• You can determine urgency and priority and perform a variety of tasks with conflicting and tight deadlines.
• You are able to effectively identify and resolve issues and discrepancies.

Administrative Support Experience

• You have experience providing office administrative support.
• You can perform a variety of administrative tasks and are comfortable working in a busy office environment (e.g. maintain tracking logs, processing mail, establish/maintain filing systems, coordinate appointment schedules and meetings, make travel arrangements).
• You have experience with office and reconciliation procedures e.g. checking invoices and travel claims, etc.
• You can prepare attendance reports and human resource documentation.

Technical Skills

• You have knowledge and experience with computer software programs such as Word, E-mail, Windows, Excel, PowerPoint, etc.
• You are able to assemble and format data for reports and use databases.
• You can operate equipment such as photocopier, fax, video conference equipment.
• You can effectively and efficiently operate equipment such as multi-functional devices, video conference and teleconference equipment.

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Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

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How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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Additional information:

Note:

• This ad is also available in French.
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• T-SS-226880/25(2)

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.